Terms and Conditions

Conditions for applying to Asia Exchange’s programs

The applicant must be at least 18 years of age and have a command of the English language that is sufficient for following lectures given in English.

The programs of Asia Exchange are primarily intended for those studying in an institution of higher education. The applicant must have the educational qualifications required for admission into academic-level studies.

Applications will be processed in order of arrival. The application period for any given program will close as indicated in the respective program description, or at the discretion of Asia Exchange. As a general rule study places shall be distributed in the order in which applications were received. Asia Exchange reserves the right to distribute places through other criteria judged to be relevant. In the event that maximum student quotas are met, canceled places may or not become available at the discretion of Asia Exchange and the host university.

There is a minimum number of participants for each program at the host universities. If the minimum number is not reached, Asia Exchange reserves the right to cancel the program. In this case, Asia Exchange has the responsibility to reimburse any payments made by its applicants.

The role of Asia Exchange

Asia Exchange arranges and promotes the application for study placements at selected Asian universities. Asia Exchange does not offer any teaching of its own. Its assignment is to cooperate with its partner universities in organizing the study period. Lectures in English will be arranged by the partner university of the study abroad program in question.

Asia Exchange does not provide travel agency services. Therefore, the students are responsible for arranging their own travels to the destination.

Asia Exchange does not arrange accommodation. The students are responsible for finding an apartment on the university campus or from the private market for the duration of the study period.

Asia Exchange does offer the students advice and recommendations pertaining to travel and housing arrangements.

The role of the host university

The host university of the study abroad program is fully responsible for all teaching offered to the participants. This includes the initial orientation, all teaching and giving credits for completed courses. Host university reserves the right to amend the program and change course locations and semester dates. Asia Exchange assumes no responsibility for any changes in the courses offered by the host university. Asia Exchange does attempt to inform the students of any changes affecting their studies.

Application and payments

The application is made online at the address www.asiaexchange.org. Each program has a specific application form. The contract between the applicant and Asia Exchange becomes binding after Asia Exchange has received the application. Required attachments that are unavailable while filling out the application should be sent within 30 days of submitting the application or by the application deadline at the very latest. Processing the application takes up to one week, after which Asia Exchange sends an initial acceptance letter for the study place via e-mail.

For each application, Asia Exchange also sends the applicant one invoice for the application fee (75 EUR or 50 EUR) and another invoice for the tuition fee. Asia Exchange reserves the right to change the sum of the application fee, depending on each specific case. The application fee is non-refundable, also if the applicant decides to cancel their participation in the program. Also, visa fees such as eVAL processing fee (Malaysia) and Telex fee (Indonesia) are non-refundable. The tuition fee must be paid one month before the start of the semester in question, at the latest. Usually, the application fee is due 10 days after the applicant has been approved for the program, and the tuition fee is due approximately 30 days before the start of the program in question. Both invoices have separate reference numbers. The applicant should pay attention to using the correct reference number when paying the invoices. The student is responsible for paying the international transaction fees of their own bank. Paying in several batches is not possible. Students who apply for two semesters must pay tuition fees for both semesters all at once. The study place cannot be confirmed until full payment has been received.

The sum of the tuition fee includes:

Tuition fee (which varies depending on the host university)

Registration fee for the host university

The sum does not include:

Accommodation costs

Airplane tickets or other transportation

Visa costs

Insurances

Vaccinations or other health care costs

Other study-related costs (e.g. course books, unless indicated otherwise in the program description)

If the student pays the tuition fee after due time, they are charged a late application fee of 100 EUR. Asia Exchange reserves the right to charge an additional late interest of 11,5% on fees paid after due time. Asia Exchange also reserves the right to modify program fees during application periods.

If the student fails to pay the application fee or does not submit all required documents by the given deadline, Asia Exchange reserves the right to cancel the student’s participation in the program. The application fee is non-refundable under all circumstances.

Applications must be submitted before the end of the application period. If a student applies for a study abroad program or submits required documents after the application period has ended, an additional late application fee of 100 EUR will be charged. The additional late application fee and application fee must be paid immediately after receiving the invoice from Asia Exchange. The student has to send a receipt or a screenshot of the payment to Asia Exchange by email. After receiving a proof of the payment, Asia Exchange will proceed with the late application. The host university has the right to not approve student’s application if the student sends the required documents too late. If the host university does not approve student’s application, the additional late application fee of 100 EUR will be refunded. If the student cancels their participation, the additional late application fee will not be refunded.

Asia Exchange and the host university reserve the right to demand additional information or documentation from the student even after the application.

The student is responsible for submitting up-to-date contact information to Asia Exchange when their contact information has changed in order to ensure the reception of documents sent by Asia Exchange. The student must follow the e-mails received to their address that was given to Asia Exchange. Asia Exchange is not responsible for an unsuccessful delivery of a document caused by reasons beyond Asia Exchange’s control. In principle, our partner universities prepare only one document per student. Documents older than one year can only be delivered electronically. Asia Exchange does its best to ensure a successful delivery of all documents.

Discounts

Discounts are not combined.

Studies

The student is responsible for following the rules and instructions of the host university. The student must complete the minimum amount of courses during the study abroad period. The host university is authorized to cancel student’s study permit and to invalidate a student visa if the student does not attend classes and accomplish the minimum amount of courses required, or if the student overstays the visa.

Studies are accredited as local study credits issued by the host university. The instructions on the Asia Exchange website for converting local study credits into European or American study credits are only general guidelines. Final accreditation is done by the student’s home university. Accreditation may not be given to the student if he/she has not followed the rules and instructions of the host university, if he/she has been too frequently absent from lectures or if he/she has failed to pay required fees.

Holidays

Holidays vary according to the destination country and the host university. No teaching is given on holidays.

Absences

Absences from teaching or failure to follow the host university’s instructions do not entitle the student to a refund of the tuition fee or to a prolonged study period.

A delayed start of studies

If the student arrives late to the destination, he/she must notify Asia Exchange of the delay. Students who arrive late may still be accepted to the program, depending on the specifics of each case. As a general rule, Asia Exchange advises exchange students to arrive at the destination earliest one week before the beginning of the program. The student must take into account the visa protocol of the destination country.

Canceling participation

Canceling participation in a study program is only possible by written notice (letter or e-mail). Canceling is free of charge if made before the tuition fee has come due (30 days before the semester) or before it has been paid. If the student cancels their participation after the tuition fee has come due, but no later than 14 days before the beginning of the semester, he/she will be refunded 50% of the tuition fee. The tuition fee will not be refunded irrespective of the reason for cancellation if the notice of cancellation is received later than 14 days before the beginning of the semester. If the cancellation notice has not been sent by written notice, the student will be charged the tuition fee. The application fee is non-refundable irrespective of the time of cancellation. Students who apply to several Asia Exchange’s host universities must pay the application fee for all processed applications, regardless of the time of cancellation.

If the student cancels their participation, he/she must send the official letter of approval given by the host university to Asia Exchange.

If the participation is terminated after the studies have started, notice must be sent to Asia Exchange and the host university by written notice. The tuition fee will not be refunded.

If the student’s demeanor is deemed inadmissible during the application process or if the student behaves in a threatening or inappropriate manner or breaks the law of the host country, Asia Exchange reserves the right to cancel or terminate their participation without refunding any payments.

Cancellation of the program

If the host university cancels the program or withholds the student’s right to participate in the study abroad program for reasons independent of Asia Exchange or the student, Asia Exchange has no responsibility to refund the tuition fee or any other costs related to air travel, visa, accommodations or other arrangements involved in the study abroad program.

Passport and visa

The student is responsible for acquiring a passport and a visa as well as paying for the costs. Visa fees are non-refundable. The student must ascertain the documentation that is required for the visa at the host country’s embassy. The student must inform Asia Exchange immediately if he/she is required to produce extra documentation that is not usually demanded when applying for a visa.

Asia Exchange is not responsible for any damage incurred by the student if their travel is delayed or canceled because of insufficient documentation. Asia Exchange assumes no responsibility to compensate for any costs incurred by the student if documentation from the host university that is required for the visa is not available for reasons independent of Asia Exchange.

While staying at the destination, the student has the responsibility to update their visa status according to the instructions and rules of the host university and the local authorities. It is the student’s responsibility to make sure that visa rules are being followed and that the visa is renewed in due course. If the student cancels the program while at the destination, their visa status must be updated according to the purpose of their remaining time at the destination. The host university is authorized to invalidate the visa in the event of a visa overstay.

Insurances

Every student participating in Asia Exchange’s programs is required to have a valid accident and health insurance. Travel insurance for the whole duration of the program is mandatory. The student is responsible for acquiring insurance prior to departure. The insurance must cover the travel back home in case of illness or physical injury. Acquiring insurances is the applicant’s responsibility. The student must inform Asia Exchange and the host university of the customer number and other specifics of their insurance upon request.

Vaccinations

The student is responsible for making sure he/she has received all the vaccinations required by the destination country and that the vaccinations are valid. The student is advised to ask their local healthcare providers for more information about the required vaccinations.

Asia Exchange’s partners

Asia Exchange has partners that provide travel arrangements and accommodation. By sending an application to Asia Exchange, the student allows the partners of Asia Exchange to contact them concerning travel arrangements, accommodation or other services involved in the study abroad program. Asia Exchange takes all reasonable precautions to ensure the security of the student’s contact details.

Exchange reports, feedback queries, and photo/video material

Participants of Asia Exchange’s programs allow Asia Exchange to selectively use their exchange reports on e.g. the Asia Exchange webpage. The students are also requested to answer feedback queries. By participating in the program, the student approves of Asia Exchange’s right to use commercially any photographic or video material recorded by Asia Exchange staff without separate notification.

The student is obliged to fill in an online feedback questionnaire sent by Asia Exchange after the study abroad semester. The official transcript of records issued by the university will be sent to the student after leaving feedback.

Changes

Asia Exchange reserves the right to make changes in programs and fees after a contract has been formed between Asia Exchange and the customer, if the changes are caused by reasons beyond Asia Exchange’s control, such as changes in public fees, taxes or currency rates.

Asia Exchange is not liable for typographical errors. Asia Exchange reserves the right to change contract conditions and information relating to universities. Asia Exchange attempts to inform its customers of changes as soon as possible.

Asia Exchange assumes no liability for failure to fulfill its duties in cases of force majeure, strikes, or other situations beyond Asia Exchange’s control. Asia Exchange reserves the right to changes.

Liability and refunds

Asia Exchange assumes no liability for any damage to health, safety or property, or for financial loss. Asia Exchange is not liable for failure to fulfill its duties or to refund payments in cases of force majeure, strikes or other situations beyond the control of Asia Exchange.

Asia Exchange assumes no liability if a student’s application does not successfully register in Asia Exchange’s database due to a technical problem at the student’s end.

Legislation

Exchange students are responsible for abiding the laws of the host country. In many Asian countries, legislation pertaining to e.g. narcotics is considerably more severe than in Europe.